Administrative Specialist | University of Chicago (UC) - Military Veterans

Location: Chicago, IL Job Description: Perform complex and diverse administrative duties with responsibilities over multiple functions as it relates to the Lung Transplant Program within the Section of Pulmonary/Critical Care Medicine. Provide support for attending physicians, Transplant Nurse Coordinator, Advanced Practice Nurses and ancillary staff.  This includes daily interaction with patients with critical and complex medical and surgical conditions in support of and on behalf of the clinical providers. Accurately maintains calendar for all attending physicians; informs them of upcoming appointment and meetings. Process reimbursements/payments for faculty, staff and students. Maintain calendars / conference room schedules. Coordinate meetings within the department food orders, room set up. Assist with the preparation of presentations, reports and correspondence. May coordinate travel arrangements and itineraries. Assist with organizing ad hoc and regular meetings. May assist with seminar series speakers. Coordinate the visits of speakers and others to the department:  Prepare itineraries, assist visitors with travel arrangements, process travel reimbursements. May assist with maintenance of the department website and email distribution. Send monthly email to post transplant patients regarding Lung Support Group meeting. Send biopsy slides to appropriate physician for reading. Respond to patient medical record requests through obtaining necessary patient consent, and forwarding medical records as requested. Work closely with Gastroenterology to schedule lung patients for bronchoscopies. Triages emails and telephone calls for action. Resolves mostly routine and some complex inquiries. Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains confidential patient records and files. Monitors the inventory of office supplies and orders more as needed. Retrieve and distribute incoming mail and faxes. Welcomes and greets patients and visitors, assisting and directing appropriately while maintaining patient confidentiality. Assist with the onboarding process for new faculty, staff, and trainees in partnership with Business Administrator and/or Administrative Assistant. Provide support for Medical Staff Office credentialing, re-credentialing, licensure, and certification processes for faculty, other academic personnel, and Advanced Practice Providers. Maintain high level of confidentiality of reports, documents, and records including personnel files, staffing and position control records, financial reports, project/proposal reports, financial plans, and operating strategies. Maintain regular contact with all levels of management and staff within the Section of Pulmonary/Critical Care, Transplant Center, including the Transplant Clinic in DCAM, Medical Center, University, and BSD by gathering data, relaying messages, obtaining information, etc. Provides administrative support for a leader. Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office. Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader's calendar. Performs other related work as needed. Preferred Qualifications Education: Associates degree in Business Administration or related field. Experience: Previous experience in an administrative support role. Experience using EMRs; EPIC, in particular. Experience with handling a large volume of work often restricted by deadlines. Previous experience working within a university, clinical setting, or academic medical center environment. Preferred Competencies Self-starter who can operate in a complex administrative environment with limited oversight. Ability to manage competing priorities, work simultaneously on multiple initiatives, and meet deadlines. Ability to handle confidential and sensitive materials and situations. Strong verbal and writing skills; ability to communicate clearly and effectively. Superior customer service skills. Ability to remain calm under pressure. Proficiency in Microsoft Office including Word, Excel and Powerpoint, Calendar. Strong analytical and organizational skills. Proficiency in interacting comfortably with a wide range of professionals, from physicians and nurses to senior executives, faculty, and staff, fostering familiarity and a sense of comfort in a diverse academic healthcare environment. Ability to develop strong and collaborative relationships throughout the organization. Application Documents Resume (required) Cover Letter (required) The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination. Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via the Applicant Inquiry Form. The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.